FIN/ HR ASSISTANT - Bekaa

Main Purpose

Execute administrative, HR and legal related  tasks to support the Project HR  Manager following  MSF standards and procedures, in order to ensure legal compliance and to realize the HR capacity required to achieve project objectives

Accountabilities

• Execute administrative and legal related tasks, under supervision of the Administrator Manager, checking payroll calculations and updating personal files in order to ensure accuracy, compliance and on time payments.
• Implement cash management procedures in order to ensure the highest control and security, and ensure cash availability.
• Prepare employment contracts in conformity with legal requirements including specific amendments when necessary in order to ensure local labour and fiscal law compliance.
• Enter data into the HR database and personal files and keep them up-to-date in order to facilitate HR processes management.
• Update Social security  Tax office employee files in order to meet legal requirements and duties.
• Draw up monthly pay slips for all staff, editing and updating the necessary data, in order to ensure the punctuality and accuracy of staff payroll.
• Draw up the final pay slip and employment certificate at the end of a contract in order to meet legal requirements while defending MSF ’s interests.
• Follow up all expiring rental contract dates and inform the Administration Manager in order to leave enough time to arrange a renewal or look for some other alternative.
• Assist the administration manager in the prevision of monthly treasury and planning in order to ensure the coverage of daily needs, advances on salaries, payroll, etc.
• Process the payment to suppliers and keep strict on all documentation involved, informing the administration manager of any sort of disparity.
• Carry out all accounting tasks and activities in order to ensure strict control of all expenditures and the reliability of statements and documentation.
• Make all administrative information available to the staff (posting, meetings, etc.)
• Classify and prepare all accounting pieces as requested by the Administration Manager.
• File the accounting documents and enter the accounting pieces in the accounting software, with the support from the Administration Manager and/or the Accounting Manager (ACMA).
• Support the Administration Manager in translating documents into local language. Assists the Administration Manager in meetings upon request

MSF Section/Context Specific Accountabilities

• Manages and updates all personnel files (including the HR database) in order to ensure accuracy, compliance and on-time payments and facilitate all HR processes
• Draws up monthly pay slips for all emergency staff, and final pay slip and employment certificate at the end of a contract in order to meet legal requirements while defending MSF’s interests
• Makes all HR and administrative information available to the staff (internal regulations, posting, meetings, etc.)
• Supports and provides assistance in the recruitment process
• Support during inductions, orientation of newly recruited emergency staff for cholera intervention & exit process
• Assists in the advisory of supervisors on all HR-related tasks, including shift and leave planning, appraisal, and contract follow-up.
• Draws up contracts & service agreements with third parties, prepare MSF invoice & receipts, etc. and handles contract terminations of all staff at the end of cholera outbreak.
• Keeps accounting records up to date, archives receipts.
• Checks the validity of official documents: University degrees, driving licenses, License to practice as a medical staff in Lebanon, etc.
• Manages pre-paid calling cards or contracts with telephone operators.

Requirements

Education

• Essential: Diploma in Finance, Business or Administration.
• Desirable: Bachelor’s degree in Business administration concentration Finance or Human Resources.

Experience

• Essential: 2 years of previous working experience in similar position.
• Desirable: Previous experience with MSF or other NGOs.

Languages                      

• Essential: English and Arabic language
• Desirable: French language

Knowledge

• Essential Advanced computer literacy (word, excel, and outlook)

Competencies

•  Results and Quality Orientation 
•  Teamwork and Cooperation 
•  Behavioral Flexibility 
•  Commitment to MSF Principles 
•  Stress Management 

This job description may be amended in line with the activities or evolution of the Mission.

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